In This Article:

Summary Letters and Summary Receipts

In This Article:

Summary LettersThe Letter field on the donation screen allows you to choose a Summary Letter for the donation. Summary Letters allow you to create letters that will list all donations made by a donor in one letter. If you have certain donors who prefer not to receive a thank you letter for each individual donation, you may want to send them a Summary Letter. The Summary Letter will list the current donation, all previous donations that have the same Summary Letter selected AND have a BLANK Sent date field.

To create a Summary Letter, you will first want to create the document using OpenOffice.org, then you will want to 'set' the letter as a Form Letter on the Configuration screen of DonorPro. Please refer to the OpenOffice.org Word Processor section and the Configuration section, respectively, of this manual for more information on creating and configuring Summary Letters and Summary Receipts.

NOTE: In order to work with Summary Letters, you will need to be sure that the Task-Related Permission, Summary Letter Processing, is added to your current role(s) within DonorPro.

When you have configured Summary Letters as needed, you are able to start selecting them on the donation screen.

1. Enter a donation as you normally would, when you get to the Letter field, select the proper Summary Letter. You can identify which letters are Summary Letters as they appear in Bold font on the dropdown list. The 'hover label' will also display, Summary Letter.

Remember the Gift Summary table will populate with the current donation (once the donation is saved), all previous donations that have the same Summary Letter selected AND have a BLANK Sent date field.

The image below shows four donations, all from the same donor, all with the same Summary Letter where all Sent date fields were blank.

NOTE: If you print or email a Summary Letter or Summary Receipt, then Save the donation, that same Summary Letter or Summary Receipt will be stored with all donations that were included in that Summary Letter or Summary Receipt. AND the Sent date will populate on all associated donations.

Summary Letters cannot be printed through the Batch Screen.

If you Clear Letter Dates from the Batch Screen, Summary Letter dates will not be cleared. You will see a pop-up window similar to the image to the right.

Summary ReceiptsThe Receipt field on the donation screen allows you to choose a Summary Receipt for the donation. Summary Receipts allow you to create receipts that will list all donations made by a donor in one receipt. If you have certain donors who prefer not to receive a receipt for each individual donation, you may want to send them a Summary Receipt. The Summary Receipt will list the current donation, all previous donations that have the same Summary Receipt selected AND have a BLANK Sent date field.

To create a Summary Receipt, you will first want to create the document using OpenOffice.org, then you will want to 'set' the receipt as a Form Letter on the Configuration screen of DonorPro. Please refer to the OpenOffice.org Word Processor section and the Configuration section, respectively, of this manual for more information on creating and configuring Summary Letters and Summary Receipts.

NOTE: In order to work with Summary Receipts, you will need to be sure that the Task-Related Permission, Summary Letter Processing, is added to your current role(s) within DonorPro.

Enter a donation as you normally would, when you get to the Receipt field, select the proper Summary Receipt. You can identify which receipts are Summary Receipts as they appear in Bold font on the dropdown list. The 'hover label' will display, based on information entered on the Configuration screen, either Tax Deductible Summary or Non-Tax Deductible Summary.

Save the donation.

NOTE: If you try to preview the receipt before selecting the Save button, you will see the pop-up to the right.

3. The first time you choose a new Summary Receipt for a donor, you will see this pop-up:

If you would like to save this donation with the next Receipt number, select OK.

4. As you enter other donations from this donor, select the same Summary Receipt to create a list of this donor's donations.

NOTE: All donations for the same donor, assigned the same Summary Receipt which has blank Sent date fields, will be assigned the same Receipt Number. This is the only time a Receipt Number will be repeated in the system. You will be prompted each time you select this action.

5. Once you have entered the final donation from the donor to be used with this Summary Receipt, you can print the summary receipt.

Remember -- the Gift Summary table will populate with the current donation (once the donation is saved), all previous donations that have the same Summary Receipt selected AND have a BLANK Sent date field.

The image below shows three donations, all from the same donor, all with the same Summary Receipt where all Sent date fields were blank. Note that the Receipt Number listed is the Receipt Number for ALL three donations.

6. If you print or email a Summary Receipt, then Save the donation, that same Summary Receipt will be stored with all donations that were included in that Summary Receipt AND the Sent date will populate on all associated donations.

NOTE: Once you have printed the Summary Receipt and saved the donation, the Receipt field will be 'locked-down' as in the image below. Once a Summary Receipt has been printed it cannot be edited in anyway.

Summary Receipts cannot be printed through the Batch Screen. If you Clear Letter Dates from the Batch Screen, Summary Receipt dates will not be cleared.